Jacqueline: Rahim, do you have a minute?

Rahim: Hey Jacqueline, sure.

Jacqueline: There has been a significant drop in attendance at some of our team meetings. Key people are not turning up. I’d like you to present the issue and discuss some possible solutions in the department meeting at 3pm. You did such a great job in your last presentation, so it should be no problem for you.

Rahim: Eh, yeh! Ok, sure, sure, of course! Bye!

Conor: Oh Rahim, that sounds like a tough topic to present on, with lots of possible ideas!

Rahim: Ok, come on Rahim, think! People missing meetings. That’s not news to me. We’ve been talking about it in our team for weeks now. But presenting this issue to the whole department… in English?

Conor: Welcome to today’s episode of Talking on the job. My name is Conor and I’m your host and business English mentor. I’m here to help you navigate the world of English in a variety of business contexts.

I’m calling today’s episode, Timezone Tango. Rahim has just been asked to present some solutions to an issue at work, let’s see what he does to prepare…

Rahim: Well, I guess I just need to look up some words and, eh, structure my ideas, right? 

Eh, ok: “We are a…” ah, what is that word again? Ah yeah, “We are a glocal company. So, we think global and act local” — great! “And we need colleagues in different countries and timezones, but this means we don’t all work at the same time.” Ah, what’s a nice way to say that? … Ah yes, “We work asynchronously, so we need meetings at different times, but how can we schedule meetings to suit everyone?”

“Or, wait, maybe we could cancel these meetings. But that would have a negative effect on communication and teamwork.” Ah, yes… “It would not be good for our cross-team collaboration… ok, so what about suggesting that we all start working as groups, because this way we can make sure that everyone is in the same…

Conor: We just heard Rahim preparing to present some solutions to a problem at work. He understands the issue and has some ideas, but he’s all over the place. He needs to add some structure to his presentation. Let’s take a look at some strategies to help Rahim untangle his thoughts!

Here are four handy strategies:

Number one: Start the presentation by clearly introducing the problem that you’re trying to solve. Use the phrase:

Rahim: We’re faced with the following challenge:

Conor: Number two: After clearly stating the issue or challenge, could Rahim use rhetorical questions? Try phrasing your thoughts and ideas as questions. Questions that don’t need answers.

So, instead of saying, “I think our asynchronous working style is the reason.” Ask:

Rahim: So, why is attendance so low?

Conor: You could continue with, “And why do we have colleagues in different timezones?” You can continue to use rhetorical questions throughout your presentation. They are a great way to keep your audience engaged.

Number three: Show you have considered different solutions by Identifying more than one possible solution. Show that you have thought about the effects of these solutions.

Rahim: I can see two possible solutions and of course I am aware how both approaches might impact us all.

Conor: And finally, number four: Now it’s time to structure a balanced argument. When you are presenting the pros and cons of a possible solution, try to use different words than pros and cons, to express two different sides. You can of course introduce your arguments by saying:

Rahim: Let’s weigh up the pros and cons.

Conor: But then refer to these pros and cons as “benefits and drawbacks”, or:

Rahim: An argument in favor of…

Conor: …or:

Rahim: …an argument against something.

Conor: We’re now going to hear Rahim’s presentation in full. Pay attention to how he… introduces the issue, uses rhetorical questions, identifies more than one possible solution and… structures a balanced argument.

Rahim: We’re faced with the following challenge: Key people are regularly missing team meetings.

So, why is attendance so low? Maybe it’s because we work asynchronously and many of our colleagues are in different timezones.

And why do we have colleagues in different timezones? Because we made a promise to be there for all our clients. We are glocal! A global company with a local approach.

So, what can we do? I can see two possible solutions and, of course, I am aware how both approaches might impact us all.

Now, let’s weigh up the pros and cons of the first solution I am proposing. 

First idea: Cancel these meetings! Well, an argument in favor would be: fewer meetings would mean more time for “real work”, am I right?

An argument against this would be: a possible breakdown in communication. I’m also aware how this might impact our cross-team collaboration.

Ok, let’s take a look at the second idea, investing in new project management software. One drawback of integrating this kind of software…

Conor: Great work Rahim! What a pro! Did you hear how he used all four strategies? And what about that vocabulary?! Asynchronously, glocal and cross-team collaboration!

You see, with the right tools and strategies, you’ll be talking on the job in no time!

Before you go. My tip for you today, is to check out TED talks on YouTube to see how some skilled speakers present a variety of topics. Most of the talks have subtitles and excellent transcripts that have human translations. You can watch the talk in English and follow along in English or in your own language. I’ve linked a couple of my favorite talks in the episode notes. Enjoy!
 
 TED talk remote work

 TED talk connected but alone